Best Practices Recommendations for Teams

Overview

Best practices recommendations and guidelines for using Microsoft Teams. 

Information

When should I use group chats, and when should I use team channels? 

Users can initiate persistent group chats with colleagues via "ad hoc" group chats by creating a new chat under the "Chat" section in Teams and adding multiple users to it. 

Users can also create similar peristent chat spaces, called channels, by creating a team under the "Teams" section and adding multiple users to the team. 

Group chats and team channels both allow users to instant message, videoconference, audioconference, screenshare, and share and edit files collaboratively. In many cases, the group chats you can create under the "Chat" section will be sufficient for many situations. However, if you need to create a space that has granular permissions and controls, creating a team under the "Teams" section and utilizing team channels for collaborations may be the better route. 

 

Naming your team

To help create a homogenous, structured environment, we recommend using the following naming convention when you create a Microsoft Teams team: O365_<Department>_<Team>

 

Team ownership 

When creating teams, we recommend always appointing two owners for every team. This ensures that, should an owner of a team leave the University, other owners of the team will be able to continue to manage the team and its associated assets, ensuring business continuity. 

 

Collaborating with guest users

In Microsoft Teams, UO users can invite users who are external to the UO to collaborate together in teams. When guest users have been invited to teams, UO users should be cautious not to share and post sensitive or confidential UO data.

Additionally, you can restrict whether guests are allowed to create, update, and delete channels within your team by going to the "Teams" section in MS Teams, selecting the three ellipses beside the appropriate team, choosing Manage Team, then Settings, and editing the section beneath Guest permissions

 

Notifications

There are several areas where you can configure the notifications in Microsoft Teams to ensure you receive notifiations when colleagues post messages and make updates, or to minimize the number of notifications you receive. 

You can configure notifications for 1:1 and group chats by going to the "Chat" section, selecting the three ellipses beside the appropriate 1:1 or group chat, and selecting the Mute or Unmute options from the dropdown. 

Additionally, you can configure channel-by-channel notifications by going to the "Teams" section, selecting the three ellipses beside the appropriate channel, and selecting the "Follow this channel" or "Unfollow this channel" option from the dropdown. 

Finally, you can configure general notification settings by clicking your icon in the top right of the application, selecting Settings, selecting Notifications, and editing this section as needed. 

 

Compliance

Microsoft Teams is a service that is part of the Office 365 platform, and thus falls under the same Business Addendum Agreement we have with Microsoft. 

 

Disclaimer

We reserve the right to remove Microsoft Teams teams that are in violation of the UO's policies and procedures, in example, the Acceptable Use of Computing Resources Policy: Addendum

Details

Article ID: 70639
Created
Tue 1/22/19 3:41 PM
Modified
Wed 7/31/19 4:10 PM